What is Microsoft Access?

Microsoft Access is a database management software. Access is part of the Microsoft 365 suite and is common among business and enterprise users. It’s used across industries by businesses wanting to manage data, databases, applications, and client/server interfaces. In this overview, you’ll learn more about what Microsoft Access is, what it can do, who uses it, and how to learn it so you can determine how to add this skill to your professional toolbox.

What Can You Do with Microsoft Access?

Microsoft Access is used to build simple database management systems where entrepreneurs and businesses can store large amounts of data. Users can create tables for managing data and can connect those tables to track relationships. The insights gained from these relationships allow businesses to acquire valuable insights regarding their financials, inventory and sales, productivity, and project management, among others. Databases also function for purposes such as keeping track of employee information or managing client/server forms.

When it comes to sharing data, Access makes it easy to compile data and format reports. Data converts into colorful charts and graphs, making this visualization of data helpful for presenting insights to stakeholders. Charts are also customizable to your needs, including interactive elements. Reports have a variety of options as well. They can be printed, exported to another file or program, or emailed as an attachment.

Access' simple interface and built-in tools make it an excellent resource for small businesses and entrepreneurs who may need more application-building experience. Access can also create desktop or web applications. Developers can create macros, build modules, and develop their own code libraries. Access is also helpful for larger companies that want to develop their own applications without the cost of outsourcing.

How Do You Download/Get Microsoft Access? How Much Does it Cost?

Microsoft Access targets users in businesses and, as such, does not have a “Home and Student” version available for purchase by individuals like other Microsoft Office programs, such as Word or Excel. The only option for a sole download of Microsoft Access is a business license for a single PC for $160. Individuals interested in learning the program can try Microsoft Access for free via the official Microsoft website or purchase a yearly subscription to Microsoft 365 (an entire suite of Microsoft Office programs, including Access) for an annual price of $70. A family of up to six people can purchase the Microsoft Suite for a $100 yearly subscription. The individual subscription plan includes up to 1TBs of cloud storage, while the family plan includes up to 6TBs. Subscription plans are compatible with PC, Mac, iPhone, iPad, and Android phones and tablets.

Individuals looking for a deal and wanting to purchase only some of the Microsoft 365 suite can buy older versions of Microsoft Access from third-party retailers. However, these programs are outdated and will not contain the latest features of Microsoft Access. While these obsolete versions will be sufficient for learning the basics of Microsoft Access, their lack of features will likely hold individuals back from becoming experts.

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What Are the Benefits of Learning Microsoft Access?

Microsoft Access is an information management tool that allows businesses to store and gain insights from large amounts of data. Insight gathering is vital for modern businesses as it enables them to understand what does and doesn't work within their operations and decide how to best move forward. Learning tools such as Microsoft Access is essential for any profession that works with data, such as Data Analysts, Project Managers, and Accountants. Microsoft Access possesses additional features, such as web and desktop application creation and client/server database management.

Microsoft Office programs are popular across businesses and industries worldwide. Even if your desired profession doesn't require proficiency in Access, you are likely to encounter and be expected to know how to use at least one Microsoft program at your job. Therefore, proven ability in Microsoft Access will likely help job seekers stand out among the competition as it demonstrates your motivation to learn new skills and advance your career. 

Read more about why you should learn Microsoft Access.

Microsoft Access Careers

Microsoft Access is used by nearly every profession that works with data and other company information. For instance, Data Analysts use Microsoft Access to analyze and draw insights from business data. Accountants can use Microsoft Access to manage financial data and track accounts, payees, and budgets. An IT Support Technician may use Microsoft Access to store and collect employee, customer, and other business information. Similarly, a Project Manager can track project budgets, deadlines, task management, and team members in Microsoft Access.

Beyond managing data, Microsoft Access can assist Application Developers in creating client-facing desktop or web applications. Users can also apply Microsoft Access's application development capabilities internally for departmental use. Small businesses in any industry without the budget for outsourcing can particularly benefit from Microsoft Access's easy-to-use functions. And department personnel can take pride in developing applications that specifically apply to their needs rather than relying on an external team.

Microsoft Access can serve as the front end of a client/server database. These databases store user information and forms, such as purchase or feedback reports. They are also used to deliver applications. Client/Server databases are found mainly in the web or game hosting industries. However, they can also be used across industries by any company needing a server interface for client interaction. A simple version of this interface might be a "contact us" form on a webpage, while a more complex version might include login, payment, and download functions for application delivery.

How to Learn Microsoft Access

You can learn Microsoft Access through a few methods. The most traditional method is live classes, which can take place either in-person or live online. Live classes offer engagement with an instructor who answers student questions in real time. However, in-person class options are limited to the locations nearest a student. Live online courses can be taken from anywhere with a stable internet connection and strive to replicate the feel of traditional in-person classrooms. They also eliminate commuting, which can be a time-consuming and costly aspect of in-person learning.

Another learning method includes on-demand, asynchronous, or self-paced Microsoft Access training. This method is best for students who need to learn at their own pace or have personal obligations that prevent them from attending regularly scheduled classes. This method gives students more freedom to learn as they wish. However, on-demand learning lacks an instructor for guidance, and a student’s own self-motivation is key to progressing through the material.

Lastly, students can learn through free training options such as seminars, online tutorials, guides, blog posts, or videos. These options are great for individuals wanting to learn the basics of Microsoft Access. However, like other learning options, they don’t feature a proper instructor and will not be enough for someone wanting to learn Microsoft Access to advance their career. Free tutorials can also be outdated. 

Read the full guide on how to learn Microsoft Access.

A Brief History of Microsoft Access

Microsoft Access 1.0 debuted in November 1992. Audiences considered it to be a buggy program with performance and compatibility issues. Access 2.0 received a massive improvement with many valuable features, but users still thought the program needed to be simpler to learn. After the release of Office 95, Microsoft Access became part of the official Microsoft Office Suite (alongside Word, Excel, and PowerPoint). It would continue with each new release of Microsoft Office.

Access 2007 included a new database format (ACCDB) which supported linking to Microsoft SharePoint and allowed for using complex data types such as the multi-value and attachment fields. It also utilized the Graphical User Interface layout seen in other Microsoft Office programs, making Access more user-friendly.

Access 2013 pivoted from storing data in SharePoint lists to an authentic relational database design, similar to SQL Server. This change improved the program’s scalability, performance, and integrity.

Comparable Applications

Microsoft Access’s main competitor is SQL Server (also developed by Microsoft). Both programs serve as database management applications. However, Microsoft Access can’t handle the large amounts of data that SQL Server can. While Microsoft Access supports up to 225 simultaneous connections, users report bottlenecks and other performance issues begin to occur around 20 to 25 connections. In comparison, SQL Server allows a maximum of 32,767 user connections. Microsoft Access can also store up to 2GBs of data, while SQL Server can handle several TBs.

Regarding interfaces, Microsoft Access is easier to learn and use for beginners in data management. SQL Server uses a command-line interface more suited to database management experts. SQL Server contains additional features lacking in Access, such as rollback procedures and temporary tables used for querying.

Many consider SQL Server best used by medium to large businesses as the program will be able to handle and perform in ways Microsoft Access cannot. Due to these capabilities, Microsoft Access is considered a program best utilized by small to medium businesses since they are likely to have smaller amounts of data that need managing and won’t need advanced features. Users can purchase Microsoft Access at a level affordable to small businesses. A subscription to Microsoft 365 for businesses that includes Microsoft Access starts at $8.25 per user per month; purchasing licenses for SQL Server costs several thousands of dollars, depending on your plan level. 

Learn Microsoft Access with Hands-on Training at Noble Desktop

In today's busy world, live online learning can be a fast, engaging, and cheaper alternative to in-person classes. With live, hands-on training at Noble Desktop, Microsoft Access is easy to learn. Noble Desktop's classes are small, taught by expert instructors, and include free retake options.

Noble Desktop offers Microsoft Access classes at two levels. Microsoft Access Level I teaches beginners the fundamentals of the program. Students learn how to work with data and create tables and forms. Microsoft Access Level II teaches advanced techniques such as data validation, table structure improvement, and advanced reporting. Students build their own databases and learn efficiency tips and tricks. 

The Microsoft Access Bootcamp covers both Microsoft Access Level I and II. This class is ideal for beginners who wish to master the program in one comprehensive course. Students interested in becoming certified in Microsoft Access may want to attend the Access Specialist Certification Program. This course is offered through NYIM, an affiliate school to Noble Desktop, and combines Microsoft Access Level I and II with Access Certification exam training.

Key Insights

• Microsoft Access is a database management software for gathering data insights and managing databases. 
• Microsoft Access is best utilized by small to medium businesses with limited amounts of data.
• Microsoft SQL Server is the main competitor of Microsoft Access but is more suited to medium to large companies with more significant amounts of data. 
• Some professions and industries use Microsoft Access, from data management to finance to project management and application development.
• You can receive comprehensive Microsoft Access training through an in-person or live online course with Noble Desktop.